Document Management

Document Management Guidelines

There are certain document management guidelines which need to be followed by users of the DM while using the DM system. Following these guidelines will ensure smooth implementation of the document management system.

What are the Document Management Guidelines?

• Document naming protocols - When you have a repository of 10,000 different documents, you can distinguish amongst them clearly by their names. Most Document Managements make it necessary for users to follow the mentioned naming standard as: <Title><Version><Status><Author><Time><Reference><File Information>.<File format>. As an example, a file could be saved as Adminmeeting - v1.0 - interim - VC.doc. This may sound a bit complicated for users but with each day when they use this standard, it will get easier. The time, reference and the author elements are not mandatory for the document naming protocols.
  
  
• Version Control - Creation of a document which needs to be located on a shared workplace and which is accessed by many users, needs to have a version. The importance of versioning is more critical considering the fact that there might be a possibility of re-releasing the document with some changes to it. Version numbering starts from the first draft being given the version 0.1. This is not an approved document and all rough documents must have the version as 0.1,0.2 and so on. The first approved document will have the version 1.0, and should users decide to modify this document, they could re-version it as 1.1,1.2 etc.
  
  
• Document Storage - The files must be stored in such a way that they can be accessed easily and securely by the audience. Minimizing the overlap between two areas will ensure that the user will be access to one document from its unique area itself.
  
  
• Delivery Routines and Acceptance Procedures - A good Document Management system will advocate the use of a flat communication structure instead of a sequential one. Using a flat structure will help the users to minimize bottlenecks for delivery of the documents. It is important for users to realize that in the process of creating the final version of the document, there may be many rough versions. It is not necessary for the author to integrate all these versions to the final one.
  
  
• Delivery - The document will need to be uploaded by the author or the author's administrator. Once uploaded, the author needs to send a message (either manual or automated) to the group which will need to access the document. This will ensure that all the readers of the group know that a document is uploaded on to the system and has to be read.

Document Management guidelines are laid out so that document management is practiced effectively. This can be achieved if and only if the users follow the guidelines properly.